CITY OF SAN MATEO
PUBLIC WORKS DEPARTMENT
330 WEST 20TH AVENUE
SAN MATEO, CA 94403
(650) 522-7300 CONTRACT CHANGE ORDER
PROJECTS: (1) Integrated SCADA System Evaluation and Improvement (2) AMC 3 Water Pumping Improvement and Ferric Chloride to Combined Sludge Line TO: Enterprise Automation LLC
CONTRACT CHANGE ORDER NO. 5 Page 1 of 1
PO/SCON No. Date 3/18/26
Cost Center Wastewater Treatment Plant
You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications on your contract.
DESCRIPTION OF WORK
Change Order No. 1 expanded the scope to include an evaluation and implementation of additional functionality improvements to the SCADA system at wastewater treatment plant (WWTP). Change Order No. 2 was a no-cost time extension. Change Order No. 3 extended EA’s scope to continue providing WWTP SCADA system maintenance support for the fiscal year 2024-25. Change Order No. 4 extended to EA’s contract to maintain and improve the integrated Supervisory Control and Data Acquisition System (SCADA) for fiscal 2025-26.
This Change Order No. 5 will extend Enterprise Automation’s (EA) contract to maintain and improve the integrated Supervisory Control and Data Acquisition System (SCADA). Additionally, it will extend EA’s contract to provide integration and programming for the AMC 3 Water/Ferric Project.
Change Order No. 5 will extend EA’s scope to cover Fiscal Year 2026-27, as follows:
Add Exhibit A1, Scope of Services, to “Section 2 - Scope of Services” to the Agreement to include “SCADA Support Contract FY 2026/2027” and “Project 3 Water Pumping Improvements FY 2026/2027” as described in Exhibit A1, hereby incorporated by reference.
Revise “Section 2 – Scope of Services,” Section 2.1 of the Agreement as follows: “The scope of services to be performed by VENDOR under this Agreement is as described in the Statement of Work in Exhibits A and A1 of this Agreement, which is attached and incorporated by reference.” Revise Section 2.6 “State of Work,” to reference Exhibit A1.
Revise “Section 5 - TERM” of the Agreement as follows: “The services to be performed under this agreement shall commence upon execution of this agreement and be completed on July 31, 2027” Revise the second sentence of “Section 6 - Payment', 6.1a” of the Agreement as follows: "In consideration for the full performance of the services set forth in Exhibits A and A1, customer agrees to pay VENDOR in an amount up to $807,479, pursuant to fee rates states in Exhibits A and A1, attached and incorporated by reference.” Revise Section 6.2 to also reference Exhibit A1.
Amend Section 28 to reference Exhibit A1.
Total cost of change not to exceed: $807,479
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefore the prices shown above.
By reason of this proposed change, --- days extension of time will be allowed.
Date Accepted:
Contractor (insert company name)
By:
Title:
DISTRIBUTION: Purchasing, City Clerk, Contractor, Construction Manager, Project Analyst, Project File
STATEMENT OF ACCOUNT
Original Contract Price $40,804.00
Previous Change Orders $434,875.00
Total to date $475,679.00
This Change Order $331,800.00
Revised Contract Price $807,479.00
Date Approved:
By:
MATT FABRY, Director of Public Works
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EXHIBIT A1
SCOPE OF SERVICES, PART 1:
SCADA SUPPORT FY 2026/2027
Enterprise Automation (EA) will provide the following services for elements listed in this Scope of Services listed below.
Background
Enterprise Automation (EA) began working with the City of San Mateo (the City) in 2020 to complete their SCADA Merger project. After the successful completion of that project, the City established a support contract with EA.
This SCADA support contract has been drafted to provide City of San Mateo with the cooperative and comprehensive coverage they seek for their SCADA system. It includes scheduled maintenance, priority access to EA, a change request budget for system improvements and fixes, and a budget to track manufacturer support renewals for the City’s SCADA assets.
Facilities Covered
The services provided under this SCADA support contract are solely for the following City of San Mateo facilities:
a) Wastewater Treatment Plant
2050 Detroit Ave.
San Mateo, CA 94404
1. Dale Avenue Pump Station (DAPS)
Dale Ave. & S Northfolk St.
San Mateo, CA 94404
b) Collections
1949 Pacific Blvd.
San Mateo, CA 94403
c) Underground Flow Equalization System (UFES)
1346 Saratoga Dr.
San Mateo, CA 94404
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Scope of Services
The services provided by EA under this SCADA support contract are limited to the following systems (for both water and wastewater systems):
a) SCADA software
a. AVEVA
i. AVEVA System Platform, formally Wonderware
ii. AVEVA Historian, formerly Wonderware
iii. AVEVA OMI, formerly Wonderware
b) PLC types and brands
a. Rockwell Automation
i. ControlLogix controllers
c) Alarm paging
a. SeQent FirstPAGE
b. Hardware supporting cell & radio notifications
d) OITs
a. Rockwell Automation
i. PanelView graphic terminals
e) SCADA Domain PCs, Virtual Machines
f) Associated SCADA panels and I/O
g) PLC hardware and programs
Project Management
EA will provide a dedicated project manager to be the main point of contact and steward all communication through EA. The PM has primary responsibility for this project’s scope, budget, and schedule. This will help ensure accurate and effective communications and decisions. The PM will perform all commercial, budget, and project tracking related updates through the life of the support contract.
With consideration of other ongoing projects with the City, the PM will communicate with the City’s key contact on a regular basis to review the status of this support contract’s budget, the outcome or status of any support requests, and to coordinate upcoming maintenance visits.
For each workshop or meeting involving key project decisions, EA will draft and release meeting minutes with action items and dates assigned within one week.
Key Project Management Roles and Activities:
1. Primary point of contact, communications coordination
2. Maintenance visit scheduling
3. Urgent support coordination
4. Project status tracking (daily/weekly)
5. Status communication with the City
6. Contract invoices and tracking report (monthly)
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Services Provided
EA will provide the following services are divided into the following SCADA support categories:
1. As-needed project task orders
2. 10 hours per day 5 days per week (“10x5”) urgent support priority
3. Two (bi-annual) scheduled maintenance inspections (roughly every 6 months)
4. Development and maintenance of the City manufacturer’s support renewal tracking system (e.g. Dell support, Wonderware support, etc.) Urgent Support (10x5)
General
The support covered in this contract will provide priority support as needed via the following support tiers. All support responses including Emergency and urgent support work will be charged at EA’s standard engineering hourly rates. This support does not include dedicated time for these activities.
Phone support
Phone support will be provided during the regular business week, Monday through Friday (excluding Holidays) from 8am to 6pm. In cases where production is threatened, troubleshooting may continue past 6pm.
Remote support
Remote support and diagnosis of problems by EA engineers will be provided where necessary.
A change request will be needed for EA to get remote access and provide this level of support.
Urgent on-site support
Where necessary, EA engineers will be available for on-site support, with the City receiving priority scheduling.
There may be times where immediate call response and on-site attendance is not practical or possible.
Scheduled SCADA Maintenance
In order to ensure the PLCs, OITs, and SCADA systems are properly maintained and updated, Enterprise Automation will perform scheduled maintenance twice per year.
The services to be provided during scheduled maintenance visits includes:
Review of system error logs
Review of SCADA alarms
Interviewing engineering and operation staff for platform performance issues Complete backup of all virtualized resources
Hardware visual inspection:
oControl panels with PLCs or Remote IO (review status lights) oServer Infrastructure (servers, UPS, thin clients, etc.) Error! Unknown document property name.
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oIT hardware (review status lights)
oThin Clients and peripherals
Test platform update
As part of EA’s standard maintenance procedures, Windows Updates will be applied and tested to the City’s SCADA servers. On occasion, an update will interfere with SCADA system functions.
An example may include communication with field devices or opening third party (non- Microsoft) software.
For this reason, prior to each on-site maintenance trip, EA will install Microsoft updates on all SCADA computers on the City’s test platform and will subsequently run the system overnight to validate SCADA operations.
Test platform hosting
Enterprise Automation currently hosts 20+ virtual machines on our IT infrastructure. This allows EA to develop and make changes to the City’s SCADA system in a controlled manner. On this platform, we can easily test changes before they are deployed onsite, minimizing deployment risk.
Microsoft update failure
Should an update affect the integrity of the SCADA system, EA will investigate the issue and identify a solution. Solutions may include skipping installation of the specific update(s), requesting SCADA software manufacturer support (patches, hotfixes, etc.), or identifying alternatives as recommended by Microsoft.
If required, EA will perform all safe updates on-site, excluding the failed update, so that the SCADA system on-site is as current as possible.
Scheduled maintenance execution
For each of the two maintenance visits, EA will schedule and send one engineer into the field for two days. EA will schedule the visit in advance, making our best effort to align with the City’s preferred weekday hours of operation. The goal of this visit is to test the draft maintenance procedures while training city staff on how to perform the inspections and fill out the maintenance procedures.
Inspection Follow-up
During the course of executing the maintenance procedures it is not uncommon for EA to find issues which need to be addressed. EA has provided time to review these issues with the City (via phone). These types of issues are normally turned into CRs.
Manufactures’ Support Renewal Tracking
The City’s SCADA platform consists of a wide variety of hardware and software components.
Due to the mission critical nature of the system, EA recommends maintaining manufacturer’s support on an annual basis. Examples include:
Dell server next day business support
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Wonderware technical support (System Platform, Historian, etc.) VMware vCenter Server technical support
Veeam technical support
Studio 5000 software support, etc.
The wide variety of components and manufacturers results in a complex annual renewal schedule to manage, which requires a systematic schedule and reminder system to do successfully. Under this support contract, EA will maintain the renewal/expiration reminders in the Mantis tracking system, which will continue to function as previously designed.
Compensation Schedule
Annual Fees
Annual fees for retaining the support services of Enterprise Automation are:
Initiation $2,650
On Call Support $69,960
SCADA Maintenance $38,876
Project Management $16,128
Priority Support Fee $7,500
Test Platform Housing fee $8,388
Travel $5,052
Total Annual Fee $146,554
EA will make reasonable effort to schedule maintenance visits but is not liable for any unused support time if the City does not respond to scheduling requests in a timely manner.
Support Rates
Any service which exceeds the budgets specified in this support contract will be billed at current EA rates. These additional services will require written approval before EA proceeds with any additional labor.
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Cost Estimate
The tasks to be performed along with the estimated time to complete the tasks are detailed in the attached cost estimate (Appendix B).
Work is on a time and expenses basis, and the pricing in Appendix B is an estimate only made in good faith without consideration for delays and unknowns.
Appendix B: Cost Estimate Detail
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SCOPE OF SERVICES, PART 2
PROJECT 3 WATER IMPROVEMENTS FY 2026/2027
Background
The City of San Mateo (City) has asked Enterprise Automation (EA) to support the programming effort for their 3 Water Pumping Improvements and Ferric Chloride to Combined Sludge Line Project. Alongside physical sites improvements being executed by the City’s contractors, the City wants EA to ensure the site improvements are also incorporated into their onsite controls and SCADA system.
EA will be contracted directly with the City to develop design documents for the control system updates, configure the PLC, SCADA, and OIT programs, and commission the modified programs onsite alongside the physical site improvements.
Project Requirements:
1. Design, configure, test, and deploy PLC, SCADA, and OIT program modifications based on the overall site improvements project.
2. Develop and deliver training materials for the City’s operation staff for the controls system
Supporting Documentation
This scope was developed with support from the following documents:
1. Sept2025 City of San Mateo 3 Water Pumping Improvements and Ferric Chloride to Combined Sludge Line Project Specifications
2. Sept2025 City of San Mateo 3 Water Pumping Improvements and Ferric Chloride to Combined Sludge Line Project Drawings
Scope of Work
This section details the scope of work for tasks included in the estimate in Appendix B, which are arranged to represent the expected order of execution.
At the bottom of each section will be a summary of the deliverables to be produced. Client deliverables: items EA will produce and submit to the client Internal deliverables: items EA will produce for internal use (available by request) Project Management
EA will provide a dedicated project manager to be the main point of contact and steward all communication through EA. The PM has primary responsibility for this project’s scope, budget, and schedule.
The PM will prepare a project schedule, publish it, and periodically update it as the project unfolds. At the commencement of the project, the PM will submit the schedule to the City in electronic format.
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Throughout the life of the project, the PM will perform all commercial, budget, and project tracking related updates. The labor estimate for project management is comprised of a fixed percentage of all other engineering hours (as shown in the estimate).
For each workshop or meeting involving key project decisions, EA’s PM will submit an agenda for review and meeting minutes with action items and dates assigned.
Key Project Management Roles and Activities:
1. Primary point of contact, communications coordination
2. Project scheduling
3. Internal project team meeting coordination
4. Project status tracking (daily/weekly)
5. Project status communication with the City
6. Project invoices and tracking report (monthly)
7. Project coordination
8. Procurement oversight
PM Communications Plan
Project Status Updates
The PM will contact the City’s project manager a minimum of once every two weeks, via email, to provide status updates for all ongoing tasks. This standard practice helps to maintain an open line of communication when current project activities do not require direct contact between EA and the City.
Project Initiation
The “Initiation” sheet in the estimate includes activities associated with starting the project.
This includes setting up the project in our accounting, project tracking, and resource planning systems.
Execution Planning
Following receipt of a Notice to Proceed or Purchase Order, execution planning will be the first technical task of this contract. This crucial engineering activity involves documenting the systematic process and milestones required to produce each deliverable.
Draft execution plans are created at the Initiation Stage and are frequently updated. This ongoing process helps the team accurately track progress and predict future performance.
Additionally, execution planning is an essential part of EA’s schedules and quality management program. They ensure that resource needs and technical risks are identified as early as possible.
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Internal Kickoff
Once the project has been set up in our accounting system and an engineering team has been established, they will perform an internal team kickoff to review and discuss:
1. Client background, project background, and project goals
2. Project scope, budget, and milestones/schedule
3. All available relevant documentation (specs, designs, etc.) During or shortly after the internal kickoff, EA will develop a formal risk register to track known or potential project risks (commercial, technical, coordination, etc.) and mitigation strategies.
The risk register will be updated on a regular basis throughout the life of a project and is available for client review at any time.
Project Kickoff Meeting
Following the internal kickoff meeting, EA will prepare for a formal kickoff meeting with the City. We will release an agenda at least one week prior to the meeting. EA’s project team, including project engineers and the project manager, will attend the formal kickoff meeting.
DESCRIPTION OF WORK Deliverables
Client Deliverables
Kickoff meeting minutes
Project Schedule in Gantt format
Internal Deliverables
1. Execution plans
Initial risk register
Meetings
Client Coordination Meetings
EA has reserved time for as needed coordination with the City and relevant parties. These meetings may take place over the phone, virtually, or in-person. The intent is to establish consistent communication between all parties and provide an opportunity to discuss any part of the project that requires the City’s involvement.
Internal Team Check-in Meetings
Brief check-in meetings between the EA PM and engineering project team will be conducted regularly throughout the project. These meetings are used to align all members of our team on overall project status, budget, schedule, and scope. The risk register is also updated as known risks are averted or mitigated and new risk scenarios are identified.
These formal meetings are a critical component to the success of a project as they facilitate and ensure team coordination and collaboration on a regular basis.
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DESCRIPTION OF WORK Deliverables
Client Deliverables
1. None
Internal Deliverables
1. None
Controls Specifications
Specifications and drawings review
At the onset of this project, EA will review the City’s developed drawings and specifications, as they relate to the controls system. EA anticipates reviewing the civil, electrical, mechanical, structural, and instrument drawings as well as the equipment, electrical, and I&C specifications.
Additionally, EA will obtain and review the existing PLC programs for each PLC.
The intent of this in-depth review is to ensure EA understands the existing system and the intent for this improvements project holistically.
Workshops
EA will use the information from the previous reviews to prepare draft specifications. EA will host a design workshop at the beginning of this phase to ensure controls requirements are fully understood prior to developing controls design documentation. EA will host a review workshop once EA believes the specifications are at 90% complete. This will ensure EA and the City believe we have the functionality properly defined prior to programming.
Controls specifications
For this project, EA will develop controls documentation to create the following deliverables:
IO list
PLC design
SCADA design
OIT design
Network design
The IO list will consist of both PLC’s input and output signals. This is a crucial piece of information not only for programming but also for troubleshooting and understanding the system.
The PLC design will consist of the system’s control narrative, also called the Functional Specification. This is a living document that will detail the system’s process control and defines how the PLC program is supposed to work. This is useful not only for programming the system it has been developed for, but also useful for system testing, troubleshooting, and training.
The SCADA design and OIT design will consist of mockups of the screen modifications to be made in the SCADA and OIT programs as a result of this improvements project.
The network design will be a simple one page overview network drawing detailing how the PLCs will be networked to SCADA and their respective IP addresses.
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EA will submit these controls specifications to the City for review and feedback.
DESCRIPTION OF WORK Deliverables
Client Deliverables
1. Design workshop agenda and meeting minutes
IO list
PLC design
SCADA design
OIT design
Network design
Design review workshop agenda and meeting minutes
Internal Deliverables
1. Drawings and specifications review notes
Configuration
Once controls designs have been approved, EA will make program modifications according to those controls design documents.
The PLC program will be modified and operate as detailed in the PLC Functional Specification.
The SCADA and OIT screens will be modified according to the modifications in the SCADA and OIT designs.
As detailed in the City’s specifications, EA will additionally participate in cadenced systems configuration and control logic meetings.
Specifically:
Systems configuration meetings
oPreliminary meeting
oDevelopment review meeting
oPre-submittal review meeting
oFinal review meeting
Control logic meetings
oPreliminary meeting
oDevelopment review meeting
oPre-submittal review meeting
oVendor control panel programming meeting
oFinal review meeting
DESCRIPTION OF WORK Deliverables
Client Deliverables
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1. None
Internal Deliverables
1. None
Testing
Following the completion of configuration, EA will internally test the modified programs. First, EA will develop procedures and checklists to guide the testing process. EA will then test the PLC, SCADA, and OIT programs point to point against the Functional Specification, SCADA design, and OIT design. Non-conformances will be addressed prior to onsite deployment.
Following internal testing, EA will host a SCADA witnessed FAT (virtual or in person) where EA will invite the City to participate in and review an abridged version of EA’s functional testing.
Here, the City will get an opportunity to review and provide feedback on the programming that has been modified prior to onsite deployment.
DESCRIPTION OF WORK Deliverables
Client Deliverables
1. None
Internal Deliverables
1. Internal testing procedures and checklists
SCADA FAT testing documentation
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Commissioning
Prior to onsite deployment, EA will execute a series of preparation steps. This includes the development of deployment procedures and checklists to guide the deployment process and a deployment planning workshop. The workshop will provide an opportunity for EA, the City, and the City’s contractors to coordinate ahead of onsite commissioning. The goal is to make sure we not only understand the general commissioning steps to prove the programming is working as expected, but to also make sure the coordination with other contractors is aligned so that there are not large delays. (Example: understanding how to test pumping water, where it will flow, etc.)
Once prepared, EA will arrive onsite to execute the deployment procedures and checklists. EA will ensure the updated PLC, SCADA, and OIT programs function as anticipated and that startup for the controls system goes smoothly. EA will perform a SAT to verify the live system will continue to operate as expected.
DESCRIPTION OF WORK Deliverables
Client Deliverables
1. Deployment procedures and checklists
Deployment planning workshop agenda and meeting
minutes
Commissioned PLC, SCADA, and OIT programs
Internal Deliverables
1. None
Closeout
EA will update developed design documentation to as-built.
DESCRIPTION OF WORK Deliverables
Client Deliverables
1. As-built documentation
Internal Deliverables
1. None
Training
EA has included time to develop training materials and to deliver an operator-focused training class. The intent of this is to leave the City in the best position possible to operate and troubleshoot their system and mitigate the need for excessive outside support. EA will attempt to conduct this training class in the same visit as commissioning.
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DESCRIPTION OF WORK Deliverables
Client Deliverables
1. Operator training manual
Operator training class
Internal Deliverables
1. None
I/O Count
The cost estimate and scope was developed based on the following I/O information.
EA expects that this count will change during the project and has budgeted for some minor variability. If the I/O count changes significantly following the City’s acceptance and release of work against it, additional budget may be required. EA will work with the City to mitigate this risk.
Schedule
The PM will release an initial schedule upon project initiation. EA is aiming for an October 2026 completion date, but EA will need to work with the City on scheduling before committing to this timeframe.
Cost Estimate
The tasks to be performed along with the estimated time to complete the tasks are detailed in the attached cost estimate (Appendix B).
Work is on a time and expenses basis, and the pricing in Appendix B is an estimate only made in good faith without consideration for delays and unknowns.
Panel Name:
PLC-11A
Digital Inputs Digital Outputs Analog Inputs Analog Outputs 10 2 6 2
Panel Name:
PLC-6
Digital Inputs Digital Outputs Analog Inputs Analog Outputs 41 14 5 0
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210 Goddard Irvine CA 92618 USA
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Appendix A: Deliverables List
Client Deliverables
Kickoff meeting minutes
Project Schedule in Gantt format
Design workshop agenda and meeting minutes
IO list
PLC design
SCADA design
OIT design
Network design
Design review workshop agenda and meeting minutes
Deployment procedures and checklists
Deployment planning workshop agenda and meeting minutes Commissioned PLC, SCADA, and OIT programs
As-built documentation
Operator training manual
Operator training class
Internal Deliverables
Execution plans
Initial risk register
Drawings and specifications review notes
Internal testing procedures and checklists
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Appendix B: Cost Estimate Details
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FY26 Engineering Rates